The Organization

BVW High School operates under an annual budget of nearly $10 million. The school has a student body of 950 and approximately 130 full- and part-time employees

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The Challenge

With the end of long-term leases for its multifunction printers (MFPs) near, BVW High School wanted to replace 55 aging devices with technology that would meet five key objectives. “These goals were maximizing device uptime, enhancing user productivity, trimming operating and maintenance costs, reducing the overall environmental footprint, and building a close relationship with the equipment provider and local dealer providing support,” said Bill Bhutto, BVW High School’s Director of Business Services. “We were especially interested in finding a solution that would have users consume less paper by printing only when necessary.”

To assess products and solutions, the School published a Request for Information. “It was important to see who was out there and interested in doing business with us,” said Bhutto. Based on the results, four manufacturers were invited to submit formal proposals. Cut to three finalists, Bhutto noted that the hardware each proposed shared similarities.

The major difference in the proposals lay not in the products, but in the companies themselves and their desire to do business with Local Schools. “Office Evolutions, Inc.’s financial offer was the strongest and most flexible, allowing us to add units to the lease as our needs grew.” Office Evolutions, Inc. also differentiated itself by proposing fulfillment and on-site support through PrinterCloud Local, a highly-regarded, local AREA-based solution provider.

The Solution

After analyzing the finalists’ proposals and performing proof-of-concept testing, BVW High School chose to lease MFP technology and supporting solutions from Office Evolutions, Inc., managed and implemented through PrinterCloud Local, In its drive toward achieving environmental sustainability, BVW High School singled out Local Dealer’s dedication and specific solutions for reducing paper consumption. “All companies are doing a better job with regard to sustainability, but we were particularly impressed with Office Evolutions, Inc.’s commitment to minimize the environmental footprint throughout the supply chain from cradle to grave, including end-of-life recycling.”

A key component of that commitment is Office Evolutions, Inc.’s PRINT XYZ SOLUTION , a solution that queues print jobs, releasing them only after job owners walk up to a printer and swipe their identification card. “We were impressed with the Office Evolutions, Inc.’s PRINT XYZ SOLUTION,” Bhutto said. “It gives users an opportunity to reconsider whether they really need to print the document, and it provides us with a subtle yet powerful way to break people of their ‘this is my printer’ mindset.” By eliminating the time gap between printing and document pickup, Print Release ensures that forgotten print jobs do not pile up, avoiding paper and toner waste. Jobs not printed within a specified time-frame are deleted from the queue automatically and therefore never printed at all.

With its existing leases about to expire, the window for installation of more than 50 MFPs was closing quickly. Assuring BVW High School that the School would not be left without the ability to print, copy, scan, and fax, Office Evolutions, Inc. worked overtime to procure inventory and meet all delivery deadlines. “Office Evolutions, Inc. worked with PrinterCloud Local to ensure that equipment would be available in the short turnaround time from contract negotiation to implementation,” said Bhutto. “They pulled strings across the entire North American distribution network to get inventory to us.”

The Results

With implementation at its existing facilities and two major building expansions nearly complete, BVW High School has already cut paper consumption substantially. In its first full year of operation, Office Evolutions, Inc.’s PRINT XYZ SOLUTION cleared thousands of unclaimed print jobs from the queue, saving 332,000 sheets of paper.

Device availability has improved. The Office Evolutions, Inc. MFPs consume less electricity than the older devices they replaced. Thanks to Office Evolutions, Inc.’s PRINT XYZ SOLUTION, users are printing less and have embraced the idea of using a card swipe to initiate printing. In addition to providing software that tracks usage, Office Evolutions, Inc. engineers developed software for BVW High School that provides specific tracking of color printing as well. Reduced paper, toner and electrical consumption, driven largely by Office Evolutions, Inc.’s PRINT XYZ SOLUTION, along with lower maintenance costs have cut the school’s overall output related expenditures by 14 percent.

“Office Evolutions, Inc. has hit on all the objectives we established at the outset. We were aware of Office Evolutions, Inc.’s excellent reputation; we knew they were a ‘big-league’ company and had no concerns,” Bhutto said.

Schools, driven by socially concerned students and faculty, have become leaders in environmental awareness. By adopting sustainable, recyclable, and environmentally conscious output solutions from Office Evolutions, Inc. that reduce paper use and electrical consumption, BVW High School continues to abide by one of its key tenets: A life changed today, a life to be changed tomorrow.